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Administrative Program Specialist A

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Administrative Program Specialist A

Salary

$3,127.00 - $6,136.00 Monthly

Location

Baton Rouge, LA

Job Type

Classified

Job Number

OTS 121825 BB

Department

Division of Administration-Office of Technology Services

Opening Date

12/18/2025

Closing Date

1/8/2026 11:59 PM Central

+ Description

+ Benefits

+ Questions

About this Job

The Division of Administration/Office of Technology Services/Operations has a vacancy. (Req. 215661)

The Office of Technology Services (OTS) aims to be a responsible partner in delivering innovative, effective, and reliable solutions that support and enhance the IT functions within the Executive Branch Departments. The Office of Technology Services will work to increase the return on the State's investment in technology by promoting smart decision-making, solving problems intelligently, increasing the rate of project success, and fostering skilled and professional staff.

The Division of Administration is the state government’s management arm and the hub of its financial operations. Division offices perform a wide variety of activities including the following:

+ Overseeing the state’s capital construction program

+ Working to provide state and federal grants for community development

+ Development of the state budget

+ Providing technology services

+ Giving agencies guidance in the state purchasing and contracting process as they seek goods and services

+ Administering a program that provides federal funds to help Louisiana residents recover from a series of devastating hurricanes

AN IDEAL CANDIDATE SHOULD POSSESS THE FOLLOWING COMPETENCIES:

+ Communicating Effectively: The ability to relay information correctly and appropriately to connect people and ideas.

+ Displaying Expertise: The ability to exhibit specialized skills or knowledge gained from experience or training

+ Making Accurate Judgments: The ability to form an opinion objectively and decisively based on relevant information and in accordance with established standards.

Minimum Qualifications

Three years of experience in administrative services; OR

Six years of full-time work experience in any field; OR

A bachelor's degree.

EXPERIENCE SUBSTITUTION:

Every 30 semester hours earned from an accredited college or university will be credited as one year of experience towards the six years of full-time work experience in any field. The maximum substitution allowed is 120 semester hours which substitutes for a maximum of four years of experience in any field.

Job Specification

The official job specifications for this role, as defined by the State Civil Service, can be foundhere (https://apps01.civilservice.louisiana.gov/onestopjobinfo/DisplayJobSpec.aspx?JobCode=168090) .

Job Duties and Other Information

Job Duties:

TRAVEL

+ Maintain all authorizations, documentation correspondence, receipts and all expenses Shared Drive regarding OTS travel (while keeping all travel PPM49 compliant). Maintain cumulative travel log for each OTS traveler and reconciliation. Maintain OTS internal policies web page with up to date OTS travel policy, procedures, unique travel authorization, TA instructions, Cost allocation code and Ethics forms for sponsored travel. Prepares fiscal year exemption letter for delegate authorization, air approval and other delegations.

+ Audit all transactions submitted in LaGov travel, reconcile and validate receipt, verify mileage and ensure all supporting documentation required is attached in LaGov Travel Administration Basics system on each trip submitted for reimbursement. Responsible for verifying each transaction and resulting receipts are valid.

+ Process payments with state CBA credit card account for multiple rental, lodging, airfare and registration purchases ensuring each transaction is in accordance with OFSS Annual certification requirements. Responsible for executing a credit card authorization for each booking when requests are submitted through Hotel Planner and/or Christopherson Business Travel. Once lodging is approved in Hotel Planner and/or the third party, Orbitz, Expedia, etc., this position is responsible for credit card authorization faxing or processing payment via secure online authorization portal for OTS travel reservation. Once flight is requested this incumbent is responsible for submitting the credit card information to complete the transaction.

+ Process payments on CBA credit card for registration payments related to conferences and/or trainings. This incumbent must adhere to the state’s accounting guidelines, principles and the Louisiana Travel Policy. The incumbent shall remain aware and knowledgeable of all Travel and PPM 49 updates.

+ Assist with preparing travel authorizations for the Executive Staff.

FISCAL OPERATIONS

+ Sort incoming invoices based on invoicing team assignment and distribute accordingly throughout each business day.

+ Maintains OTS Invoicing email box by verifying the vendor name listed on invoice is the same as that listed on the purchase order in LaGov. Access LaGov SRM to validate. Assign incoming invoices that are emailed from the vendor to the appropriate designated staff.

+ Review all intangible Ivanti request tickets and assign them to the appropriate designated staff.

+ Process Checks received for deposit. Creates transmittal to submit to DOA/OFSS, research to gather required backup documentation from invoicing team as needed and delivers to OFSS for deposit.

+ Maintain and update the Contract Balance worksheet weekly.

PERSONNEL MANAGEMENT

+ Serves as OTS HR representative and liaison to Human Resources, OTS Administration, and Operations staff; processes personnel actions, maintains confidential files, and ensures compliance with Civil Service, DOA, OTS, and state/federal regulations.

+ Interprets, distributes, and advises management and employees on HR policies, procedures, personnel matters, benefits changes, performance evaluations, and employment-related issues.

+ Manages position control and workforce tracking, including position logs, vacancy announcements, Civil Service circulars, and monitoring PES deadlines and compliance.

+ Coordinates full-cycle recruitment and hiring through NeoGov, including staffing requests, requisitions, interview scheduling, applicant tracking, conditional offers, approval monitoring, and onboarding/orientation.

+ Partners with executive leadership and supervisory staff to resolve complex personnel issues, provide guidance, and recommend appropriate courses of action.

+ Oversees employee separations and transfers, ensuring completion of DOA, OTS, and Louisiana Workforce Commission requirements, exit documentation, and property and access return.

+ Creates, updates, and manages job and position descriptions in PD Workflow; supports organizational changes, maintains HR system proficiency, and assists with training administrative staff on HR and payroll functions.

PAYROLL ADMINISTRATION

+ Responsible for all payroll related activities. Enters data into the online LaGov HCM Payroll System for all attendance and leave usage for the OTS Administration and Operations Staff.

+ Payroll Time Administrator - calculates, keys, audits and monitors, all aspects of the payroll system in regards to the OTS Admin and Operations sections.

+ Maintains time files and prepares for time file audits when necessary. Receives notice from an employee of need for FMLA. Follows procedure to verify employee is eligible based on years of service and hours worked within the past 12 months from the beginning of FMLA request. Creates Notice of Eligibility and CHC documents and sends them to employees along with general information regarding the FMLA process.

+ Once quota is approved and FMLA leave dates begin, inputs FMLA quota coding into LaGov based on entries by employees. For employees on continuous leave, enters both employee coding and FMLA quota coding for the duration of their absence.

+ Notifies employees when quota is exhausted. Recreates paperwork if requested after a year’s time frame.

+ May act as backup payroll time administrator for other OTS sections as needed.

OFFICE COORDINATOR

+ Responsible for coordinating the procurement of supplies and services. This includes the related activities listed below:

+ Serves as IT section coordinator with End User Computing, and or other appropriate IT units, to report problems, monitor problem resolution, and arrange services, such as user id requests and revocations, IT equipment changes, and request new equipment, etc. Tracking and monitoring of active leased Devices and initiating renewal of leased equipment as needed.

+ Acts as primary liaison to Buildings and Grounds. Contacts Buildings and Grounds for any maintenance or repair that is required within the office. Also, requests and tracks card access to the building, when prompted by supervisory staff.

+ OTS Telecommunications Coordinator – Receives, reviews, approves telecommunication requests for OTS. Coordinates modifications to existing telecommunications equipment, systems, or services. Coordinates the acquisition of new telecommunications systems or services.

+ Coordinate and ordering of office supplies and copier replenishments.

+ Retrieves OTS mail from PelicanPost multiple times per day, sorts and delivers mail to appropriate departments and/or employees.

+ Answers multiple telephone lines and receives calls related to the most sensitive and confidential matters and determines appropriate action to be taken. Handle the daily mail and route to appropriate departments. Assist Executive Staff Officer with safety as it relates to all office evacuations. Handle incoming/outgoing documents and route to appropriate internal sections in OTS, other state governmental offices and vendors, etc. Image documents and files as necessary. Help create and maintain OTS documents per request of high OTS executives.

+ Performs all other tasks, special projects, analysis, studies, and plans as directed. May act as a backup for personnel and payroll duties for other OTS sections as needed.

Position-Specific Details:

Appointment Type: This vacancy will be filled by new hire or by promotion of a current permanent status classified employee.

Louisiana is a "State as a Model Employer" for People with Disabilities.

How To Apply:

No Civil Service test score is required in order to be considered for this vacancy.

To apply for this vacancy, click on the “Apply” link above and complete an electronic application which can be used for this vacancy as well as future job opportunities. Applicants are responsible for checking the status of their application to determine where they are in the recruitment process. Further status message information is located under the information section of the Current Job Opportunities page.

*Information to support your eligibility for this job title must be included in the application (i.e., relevant, detailed experience/education). Resumes will not be accepted in lieu of completed education and experience sections on your application. Applications may be rejected if incomplete. Applicants qualifying based on college training or receipt of a baccalaureate degree will be required to submit an official college transcript to verify credentials claimed prior to appointment. Please make every effort to attach a copy of your transcript to your application. The transcripts can be added as an attachment to your online application.

Prior to a new hire, a background check, including criminal record history, will be conducted. Information from the background check will not necessarily preclude employment, but will be considered in determining the applicant’s suitability and competence to perform in the position. A criminal history check may be conducted on employees changing positions, including promotions, demotions, details, reassignments, and transfers. Also, prospective employees may be subject to pre-employment drug testing. New hires will be subject to employment eligibility verification via the federal government's E-Verify system.

For further information about this posting, please contact:

Brandon Blanchard

HR Manager

Division of Administration/Office of Human Resources

Email:[email protected]

Louisiana State Government represents a wide variety of career options and offers an outstanding opportunity tomake a differencethrough public service. With an array of career opportunities in every major metropolitan center and in many rural areas, state employment provides an outstanding option to begin or continue your career.

As a state employee, you will earn competitive pay, choose from a variety of benefits, and have access to a great professional development program:

Insurance Coverage More information can be found at https://info.groupbenefits.org/

Parental Leave– Up to six weeks paid parental leave

More information can be found athttps://www.civilservice.louisiana.gov/Parental-Leave/Default.aspx

Holidays and Leave – State employees receive the following paid holidays each year:

+ New Year's Day

+ Martin Luther King, Jr. Day,

+ Mardi Gras,

+ Good Friday,

+ Memorial Day,

+ Independence Day,

+ Labor Day,

+ Veteran's Day,

+ Thanksgiving Day and Christmas Day.

***** Additional holidays may be proclaimed by the Governor

State employees earn sick and annual leave which can be accumulated and saved for future use. Your accrual rate increases as your years of service increase.

Retirement – State of Louisiana employees are eligible to participate in various retirement systems (based on the type of appointment and agency for which an employee works). These retirement systems provide retirement allowances and other benefits for state officers and employees and their beneficiaries. State retirement systems may include (but are not limited to):

+ Louisiana State Employees Retirement System (www.lasersonline.org). LASERS has provided this video (https://lasersonline.org/wp-content/uploads/2016/07/Your\_Retirement\_System.mp4) to give you more detailed information about their system

+ Teacher's Retirement System of Louisiana (www.trsl.org),

+ Louisiana School Employees Retirement System (www.lsers.net), among others

01

Do you have experience with payroll processing/timekeeping? If so, how many years?

02

Do you have any experience with the State's job hiring processes? If yes, how many years of experience?

03

CE: Rate your ability to communicate effectively based on our definition: The ability to relay information correctly and appropriately to connect people and ideas.

+ 1= I have no experience and/or am uncomfortable communicating effectively

+ 2= I have limited experience or require assistance to communicate effectively

+ 3= I can communicate effectively

+ 4= I can communicate effectively and help others improve their communication

04

CE: Explain your rating by providing specific and relevant examples in the box below.

05

DE: Rate your ability to display expertise based on our definition: The ability to exhibit specialized skills or knowledge gained from experience or training.

+ 1= I have no experience and/or am uncomfortable displaying expertise

+ 2= I have limited experience or require assistance to display expertise

+ 3= I can display expertise

+ 4= I can display expertise and help others improve their ability to display expertise

06

DE: Explain your rating by providing specific and relevant examples in the box below.

07

MAJ: Rate your ability to make accurate judgments based on our definition: The ability to form an opinion objectively and decisively based on relevant information and in accordance with established standards.

+ 1= I have no experience and/or am uncomfortable making accurate judgments

+ 2= I have limited experience or require assistance to make accurate judgments

+ 3= I can make accurate judgments

+ 4= I can make accurate judgments and help others improve their ability to make accurate judgments

08

MAJ: Explain your rating by providing specific and relevant examples in the box below.

Required Question

Employer

State of Louisiana

Address

For agency contact information, please refer to

the supplemental information above.

Louisiana State Civil Service, Louisiana, 70802

Phone

(866) 783-5462

Website

http://agency.governmentjobs.com/louisiana/default.cfm

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